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Florida Department of Financial Services

FLAIR Procedures Manual

Appendix

Revised January 2018

FLAIR PROCEDU RES MANU AL | App en dix

Revised 2018 | Page iii

Table of Contents

I. FLAIR NAVIGATION CODES ...........................................................................................................................1

A. ACCESS CONTROL CODES .........................................................................................................................1

B. FUNCTION KEY CODES ...............................................................................................................................1

C. FLAIR SCREEN SELECT CODES .................................................................................................................3

II. FLAIR STATE STANDARD ACCOUNT CODES ..........................................................................................4

III. FLAIR ASSET CODES .......................................................................................................................................5

A. ASSET CLASS CODES (Record Type - IE) ..................................................................................................5

B. ASSET ACQUISITION METHOD CODES .................................................................................................5

C. ASSETS – LEASE PURCHASE SUBSET CODES .......................................................................................5

D. ASSET VALUATION METHOD CODES ...................................................................................................6

E. ASSET CONDITION CODES ........................................................................................................................6

F. ASSET DISPOSITION STATUS CODES ......................................................................................................6

IV. FLAIR PURCHASING CARD SUBSYSTEM CODES ..................................................................................7

V. FLAIR EXPANSION FILES ................................................................................................................................8

A. EXPANSION SET FILE CODES ....................................................................................................................8

B. EXPANSION OPTION CODES .....................................................................................................................8

C. ALLOTMENT LEVEL DEFAULT (ALD) ................................................................................................. 11

D. AVAILABLE BALANCE INDICATOR (ABI) ......................................................................................... 11

VI. FLAIR EXPENDITURE CODES AND DATA ............................................................................................ 13

A. MINORITY VENDOR CODES .................................................................................................................. 13

B. VOUCHER TYPE CODES ........................................................................................................................... 13

C. WARRANT TYPE CODES .......................................................................................................................... 15

D. TRACKING STATUS CODES PROMPT PAYMENT (Interest Penalty) ............................................ 15

E. TITLE FILE DATA STATUS CODES ........................................................................................................ 15

F. BOOKKEEPING INDICATOR CODES .................................................................................................... 16

VII. FLAIR REVENUE CODES ........................................................................................................................... 17

A. REVENUE TO REVENUE STATUS CODES ........................................................................................... 17

VIII. RDS INFORMATION .................................................................................................................................. 18

A. RDS AGENCY AND FORM IDS ................................................................................................................ 18

B. DEPARTMENTAL/AGENCY ACCOUNTING STANDARD RDS REPORTS .................................. 18

C. CENTRAL ACCOUNTING STANDARD REPORTS ............................................................................. 18


Revised 2018 | Page iv

IX. ACRONYMS………………………………………………………………………………………….… 19

X. DATA CODES………………………………………………………………………………………… .. 29

XI. OTHER INFORMATION............................................................................................................................... 32

A. TRANSACTIONS IMPACTING AVAILABLE BALANCE (AB) FILE ................................................ 32

B. AVAILABLE BALANCES MAINTAINED BY STATE FUND TYPE ................................................... 34


Revised 2018 | Page 1 of 35

I. FLAIR NAVIGATION CODES

A. ACCESS CONTROL CODES

Code Long Title

P Prohibited

I Inquiry Only

U Add, Inquiry, Update

A Add, Inquiry Only

V Update, Inquiry Only

E Add, Inquiry, Update, and Process Execution (Statewide Only)

B Bureau of Auditing and State Standard Codes

L Limited State Standard Codes B. FUNCTION KEY CODES

Code Long Title

PF1 Help. When a help menu is available (and asterisk is next to the field name) pressing F1 will open the Help Screen.

PF2 Quit. The operator must press PF2 to exit the Purchasing Card function.

PF3 Return. It is used to close a help window or to return to a previous application.

PF4 Main. This will return the user to the FLAIR main accounting menu.

PF5 Flip. Used to change the “look” of the PF keys - how they are displayed on the screen.

PF6 Preferences. The user has the flexibility to program how the screen will behave after a successful screen modification.

PF7 Backward. Used to page backward.

PF8 Forward. Used to page forward.

PF9 Expand All. Used when the entire distribution must be re-expanded because sensitive data was changed on the distribution.

PF10 Left. Move left one panel.

PF11 Right. Move right one panel.



PF12 Process. Used when a value is placed in the action field for one line of the distribution.

*Function (PF) keys are available for operation when they appears on screen.



C. FLAIR SCREEN SELECT CODES

Code Long Title

S Single Add Screens

I Single Inquiry Screens

U Single Update Screens

A Multiple Add Screens

M Multiple Inquiry Screens

X Multiple Update Screens



II. FLAIR STATE STANDARD ACCOUNT CODES

The state standard codes for each of the FLAIR record types listed below are now available as queries through the FLAIR Information Warehouse. Note: Access the queries through the Public/Lookups tab. FLAIR Information Warehouse: https://flair.dbf.state.fl.us/iwpapps/iwhome.shtml

• OLO CODES (Record Type - AA)

• BUDGET ENTITY & IBI CODES (Record Type - AB)

• GAAFR FUND CODES (Record Type - AC)

• STATE FUND CODES (Record Type - AD)

• CATEGORY CODES (Record Type - AE)

• STATE ABBREVIATIONS (Record Type - AF)

• COUNTY CODES (Record Type - AG)

• RECIPIENT TYPE CODES (Record Type - AJ)

• FUND IDENTIFIER CODES (Record Type - CC)

• STATE PROGRAM CODES (Record Type - CD)

• OBJECT CODES (Record Type - CF)

• GENERAL LEDGER CODES (Record Type - CG)

https://flair.dbf.state.fl.us/iwpapps/iwhome.shtml



III. FLAIR ASSET CODES

A. ASSET CLASS CODES (Record Type - IE) http://www.myfloridacfo.com/Division/AA/Links/PropertyClassCodes.pdf B. ASSET ACQUISITION METHOD CODES

Code Long Title

1 Purchased

2 Donated

3 Government Surplus

4 Lease Purchase

5 Other

6 Consolidated Equipment Financing Program

7 Intra-fund Transfer C. ASSETS – LEASE PURCHASE SUBSET CODES

Code Long Title

13X Total Principal

13X Total Interest

13X Months in Contract

13X Year-to-Date Principal

13X Year-to-Date Interest

13X Life-to-Date Interest

13X Life-to-Date Principal

http://www.myfloridacfo.com/Division/AA/Links/PropertyClassCodes.pdf



D. ASSET VALUATION METHOD CODES

Code Long Title

1 Cost

2 Appraised Historical Value

3 Appraised Fair Market Value

4 Assigned Value

5 Book Value

9 Other E. ASSET CONDITION CODES

Code Long Title

1 New

2 Good

3 Fair

4 Poor F. ASSET DISPOSITION STATUS CODES

Code Long Title

BLANK Active

2 Traded

3 Junked

4 Lost or Stolen

5 Deleted

7 Casualty Loss

8 Lost or Stolen Pending DFS Approval



IV. FLAIR PURCHASING CARD SUBSYSTEM CODES

The state standard codes for each of the FLAIR Purchasing Card record types below are available as queries through the FLAIR Information Warehouse. FLAIR Information Warehouse/PCard: https://flair.dbf.state.fl.us/iwpapps/pchome.shtml

• PURCHASING CARD STATUS (Record Type - MB)

• PURCHASING CARD APPROVER CODES (Record Type - MC)

• PURCHASING CARD SIC CODES (Record Type - ME)

https://flair.dbf.state.fl.us/iwpapps/pchome.shtml



V. FLAIR EXPANSION FILES

A. EXPANSION SET FILE CODES

Code Long Title

OBJ Object Code *

SI Set Indicator*

CAT Category/Revenue Source *

GL General Ledger Code*

YR Year (will default to 00 if left blank)*

ALI Allotment Level Indicator

GTALI Grant Allotment Level Indicator

CTALI Contract Allotment Level Indicator

PJALI Project Allotment Level Indicator

EGL External General Ledger

ECAT External Category

EOB External Object Code

SC Status Code (System generated when added. May be changed on the update screen.)* * Bolded to emphasize codes required for adding a set record. B. EXPANSION OPTION CODES

Code Long Title

ORG Organization (L1-L5)*

EO Expansion Option*

GF Governmental Accounting, Auditing, and Financial Reporting (GAAFR) Fund Type *

SF State Fund Type *

FID Fund Identifier*

SP State Program* (Single Input Override Capability)

ALD Allotment Level Default*

VR Version

SC Status Code (System generated when added. May be updated to inactive/deleted.)*

AU Agency Unique (Single Input Override Capability)



Code Long Title

OCA Other Cost Accumulator (Single Input Override Capability)

EP External Program (Single Input Override Capability)

G Grant (Single Input Override Capability)

GY Grant Year (Single Input Override Capability)

CNT Contract (Single Input Override Capability)

CY Contract Year (Single Input Override Capability)

PRJ Project (Single Input Override Capability)

SI Set Indicator

BE Budget Entity

IBI Internal Budget Indicator

RVL Revolving Fund

CLR Clearing Fund

EF External Fund

OFS Original Fund Source

BEG DT Beginning Date for Option

END DT Ending Date for Option

DM Director/Manager

GTALD Grant Allotment Level Default

CTALD Contract Allotment Level Default

PJALD Project Allotment Level Default

REG ABI

Available Balance Indicators (Regular ABI)* • Encumbrances/Enc. Changes/Payables

(EC) • Encumbered Disbursements/Payable

Disbursements (ED) • Unencumbered Disbursements (UD)

GRANT ABI

Grant Available Balance Indicator (Grant ABI) • Encumbrances/Encumbrance

Changes/Payables (GTEC) • Encumbered Disbursements/Payable

Disbursements (GTED) • Unencumbered Disbursements (GTUD)

CNT ABI

Contract Available Balance Indicator (Contract ABI)

• Encumbrances/Encumbrance Changes/Payables (CTEC)

• Encumbered Disbursements/Payable



Code Long Title Disbursements (CTED)

• Unencumbered Disbursements (CTUD)

PRJ ABI

• Project Available Balance Indicator (PROJECT ABI)

• Encumbrances/Encumbrance Changes/Payables (PJEC)

• Encumbered Disbursements/Payable Disbursements (PJED)

• Unencumbered Disbursements (PJUD) * Bolded to emphasize codes required for adding an expansion option record.



C. ALLOTMENT LEVEL DEFAULT (ALD) Valid input for Allotment Level Default (ALD):

Code Long Title

A or 1 Organization Level 1

B or 2 Organization Level 2

C or 3 Organization Level 3

D or 4 Organization Level 4

E or 5 Organization Level 5 Valid input for Grant Allotment Level Default (GTALD), Contract Allotment Level Default (CALD), and/or Project Allotment Level Default (PJALD):

Code Long Title

A Organization Level 1

B Organization Level 2

C Organization Level 3

D Organization Level 4

E Organization Level 5 D. AVAILABLE BALANCE INDICATOR (ABI) Regular ABIs (Required. Defaults to 0 if left blank.):

Code Long Title

0 Spending Authority Only

1 Spending Authority and Allotments

2 Spending Authority and Organization Cash

3 Spending Authority, Allotments, and Organization Cash

4 Allotments Only

9 No Available Balance Checking Grant ABIs (required if agency is a FACTS and Grant Subsystem user and a grant code is input):

Code Long Title 0 Grant Fund Cash 1 Grant Fund Cash and Grant Allotments 2 Grant Allotments 9 No Available Balance Checking



Contact ABIs (required if contract is input): Code Long Title

0 Contract Fund Cash

1 Contract Fund Cash and Contract Allotments

2 Contract Allotments

9 No Available Balance Checking Project ABIs (required if a project is input):

Code Long Title

0 Project Fund Cash

1 Project Fund Cash and Project Allotments

2 Project Allotments

9 No Available Balance Checking



VI. FLAIR EXPENDITURE CODES AND DATA

A. MINORITY VENDOR CODES The minority vendor codes used in expenditure payments are available on the Department of Management Services’ website. Note: The list is a PDF document titled, Minority Business Enterprise Code List. Department of Management Services/Documents and Templates: http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/agency_resources/documents_and_templates B. VOUCHER TYPE CODES

Code Long Title

A1 Regular Disbursement Voucher

A2 Regular Disbursement Contractual Services Voucher Governmental Agencies

G1 Revolving Fund Reimbursement

G2 Revolving Fund Reimbursement Contractual Services

L1 Regular Voucher <$10,000, Not Audited

L2 Load/Post Contract Voucher

L3 Revolving Fund Reimbursement <$10,000, Not Audited

L4 Load/Post Revolving Fund Contract Voucher

R1 Refund of Overpayments

R2 Refund of Overpayments, Contractual Services

S1 Regular Voucher <$10,000, Statistically Sampled To Be Audited

S2 Sampled Contract Voucher

S3 Revolving Fund Reimbursement <$10,000, Statistically Sampled To Be Audited

S4 Sampled Revolving Fund Voucher

K1 Purchasing Card Reimbursement

IE MFMP Flagged

PE MFMP

P1 Load/Post Auto Pay Voucher

P2 Load/Post Auto Pay Contract Voucher

P3 Load/Post Revolving Fund Voucher

P4 Load/Post Auto Pay Revolving Fund Contract Voucher

http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/agency_resources/documents_and_templates

http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/agency_resources/documents_and_templates



Journal Transfer Vouchers: Code Long Title

B1 JT-1 - Journal Redistribution

B4 JT-1 - Journal Redistribution (Automated Journal Transfer System)

C1 JT-2 - Non-Operating Transfer

C2 JT-2 - Journal Advice

C4 JT-2 - Expenditure Refund Journal Advice

P5 JT-2 - Auto-Pay JT2 Non-Operating

P6 JT-2 - Auto -Pay JT2 Operating

P7 JT-2 - Auto-Pay Expenditure Refund Journal Advice

P8 JT-1 - Load/Post Intra Agency JT1

P9 JT-1 - Load/Post Intra-Agency JT1 from Batch 55

Q2 JT-2 - Refund Of Overpayments

T1 Revenue to Revenue Treasury Receipt Transfer, Intradepartmental

U1 Revenue to Revenue Treasury Receipt Transfer, Interdepartmental

W1 Revenue to Revenue Treasury Receipt Transfer, Intradepartmental, Flagged

X1 Revenue to Revenue Treasury Receipt Transfer, Interdepartmental, Flagged

T2 Revenue to Revenue Transfer Receipts Transfer, Intradepartmental

U2 Revenue to Revenue Transfer Receipts Transfer, Interdepartmental

W2 Revenue to Revenue Transfer Receipts Transfer, Intradepartmental, Flagged

X2 Revenue to Revenue Transfer Receipts Transfer, Interdepartmental, Flagged

T3 Revenue to Revenue Transfer Journal Receipts Transfer, Intradepartmental

U3 Revenue to Revenue Transfer Journal Receipts Transfer, Interdepartmental

W3 Revenue to Revenue Transfer Journal Receipts Transfer, Intradepartmental, Flagged

X3 Revenue to Revenue Transfer Journal Receipts Transfer, Interdepartmental, Flagged Non- Chief Financial Officer Vouchers:

Code Long Title

D1 Regular Disbursement Voucher

E1 JT-1 - Journal Redistribution

F1 JT-2 - Non-Operating Transfer

F2 JT-2 - Journal Advice

H1 Revolving Fund Reimbursement (Revolving Fund)



C. WARRANT TYPE CODES

Code Long Title

1 Public Assistance

2 Unemployment Compensation

3 Salary & Class “C” Travel

4 Expense

5 Retirement

8 Electronic Fund Transfer

9 Unemployment Compensation D. TRACKING STATUS CODES PROMPT PAYMENT (Interest Penalty)

Code Long Title

01 Unpaid Interest Penalty Due

02 Paid

03 Unpaid Waiver in Part

04 Paid Waiver in Part

05 Deleted

06 Appealed

07 Appeal Denied

08 Waiver in Whole

09 Vendor Declines Payment E. TITLE FILE DATA STATUS CODES

Code Long Title

A Added/Active

U Used

I Inactive

D Delete

C Closed (Contract and Grant Titles Only)



F. BOOKKEEPING INDICATOR CODES

Code Long Title

A Used in disbursement transactions to bypass the automated posting. Flags the voucher to be audited.

C Used in disbursement correction transactions to cancel a check that has already been written (if coded, a check number must be coded into the local fund check number field).

E Used in disbursement correction transactions to erase a check that has not actually been written (if coded, no check number may be coded into the local fund check number field).

N Used in disbursement transactions to produce a non-CFO voucher and bypass the on-line voucher audit. For cash receipt corrections, N will prevent the transactions from being included in treasury receipts processing.

X Used in disbursement transactions to bypass voucher processing, producing no voucher, and bypassing on-line voucher audit.

Z Bypass Central Accounting Contract Tracking System.

# Used in disbursement and revenue/refund transactions to indicate that a check is to be printed (if coded, a check number must not be coded into the local fund check number field).

$ Used in disbursement and revenue/refund transactions to indicate that a check will be manually produced (if coded, a check number must be coded into the local fund check number field).



VII. FLAIR REVENUE CODES

A. REVENUE TO REVENUE STATUS CODES

Code Long Title

A Awaiting Transfer

P Ready for Processing

R Rejected

D Deleted

S Sent to Nightly Processing

N Central Posting Reject

C Completed Transaction



VIII. RDS INFORMATION

A. RDS AGENCY AND FORM IDS https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/index.html B. DEPARTMENTAL/AGENCY ACCOUNTING STANDARD RDS REPORTS https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/reports/departmental.html C. CENTRAL ACCOUNTING STANDARD REPORTS https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/reports/central.html

https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/index.html

https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/reports/departmental.html

https://www.myfloridacfo.com/Division/OIT/FLAIR/RDS/reports/central.html



IX. ACRONYMS

Acronym/ Abbreviation

Long Title

A Automated

AB Available Balance Function (via TYPE field)

AB Available Balance Override Indicator

ABI Available Balance Indicator

AC-DT Activity Date

ACCT CODE Account Code

ACCUM DEPREC Accumulated Depreciation

ACCUM-DPR-AMT Accumulated Depreciation Amount

ACD-DT Accumulated Depreciation Computation Date

ACQ COST Acquisition Cost

ACQ-DT Acquisition Date

ACT Action

AD Account Description

ADO Account Description Override Indicator

ADJ-DT Date of Last Record Adjustment AGENCY DOC /

AGN DOC Agency Document Number (Voucher Number)

AGCY-SC Agency Status

AI Accrual Indicator

AICPA American Institute of Certified Public Accountants

ALD Allotment Level Default

AL-EGL Allotment External General Ledger Code

AL-EGL Allotment General Ledger Code

ALI Allotment Level Indicator

AMT / AMOUNT Amount (dollar value)

AMT-CHANGE Amount change

APPR / APPROP Appropriations

AMT TO BE DEPR Amount to be Depreciated

APRV Approve a Warrant Cancellation or Stop Payment Request for Warrant and Cancellations

APRVD BUDGET Approved Budget

AP-DT Accounts Payable Date




Long Title

AP-EGL Accounts Payable External General Ledger Code

AP-GL Accounts Payable General Ledger Code

AP-NO Accounts Payable Document Number

AP-NO & LINE Accounts Payable Document and Line Number

AR Accounts Receivable

AR-DT Accounts Receivable Date

AQM Acquisition Method

AR-EGL Accounts Receivable External General Ledger Code

AR-GL Accounts Receivable General Ledger Code

AR-NO Accounts Receivable Document Number

AR-NO & LINE Accounts Receivable Document and Line Number

AU Agency Unique

AUDIT DATE Contract Voucher Audit Date

B Batch Character

BC Budget Control

BE Budget Entity BEG DATE /

BEG-DT Beginning Date

BF-CAT Benefiting Fund Appropriation Category

BF-CAT/YR Benefiting Fund Appropriation Category and Year

BF-CF Benefiting Fund Certified Forward Indicator

BF-EO Benefiting Fund Expansion Option

BF-OB / BF-OBJ Benefiting Fund Object Code

BF-ORG Benefiting Fund Organization Number

BF-YR Benefiting Fund Appropriation Year

BI/BKI Bookkeeping Indicator

BLDG ADDRESS Physical Address of Building

BPIN Beginning Property Item Number

CAFR Comprehensive Annual Financial Report

CALC-IND Calculation Indicator

CANX Cancelled Indicator

CAT / CATEGORY Appropriation Category or Revenue Source CERT F DIS /

CF DISB Certified Forward Disbursements




Long Title

CERT F DIS / C Certified Forward Indicator

CF CANC APR Certified Forward Cancellation Appropriations

CG-GL Contracts and Grants General Ledger CH-ITEM /

CH-ITEM NUM Chained Item Number

CID Custodian Identifier

CK-DT Revolving Fund Check Date

CK-NO Revolving Fund Check Number

CLR Clearing Fund Identifier

CMPT-SC Chief Financial Officer Status Code CNTRT /

CONTRACT NO Contract Number

CFO Chief Financial Officer

CFO REC Chief Financial Officer Receipt Date

COND Property Condition

CONTRACT ABI Contract Available Balance Indicator

COST FOR DPR Cost for Depreciation

COUNT Count of Sequencing

CP Cash Receipts Utility (via TYPE field)

CR Credit

CR-DT Cash Receipts Date

CS Cash Sale Indicator

CT Contract Payments (via TYPE field)

CTALD Contract Allotment Level Default

CTALI Contract Allotment Level Indicator

C-USAGE Current Usage

CU FUND Current Use Fund

CY Contract Year

D Marked for Deletion (Status Code)

DA Disposition Authority

DB Debit

DB-DT Disbursement Date

DC Delegate Code

DEP-NO Deposit Number




Long Title

DFS Department of Financial Services

DISB Disbursement

DISP PROCEEDS Proceeds from Disposition

DISPDT Disposition Date

DISP-RDOC Disposition Reference Document

DISP-VENDOR Disposition Vendor

DOC-LINE Document Line Number

DOC-NO Document Number

DOC-TYPE Document Type

DPM Depreciation Method

DPMDC Depreciation, Monthly Depreciation Calculated

DSDT-2K Date of Next to Last Data Update DT-REC / RCV-DT /

DT-RECVD Date Received

DUPLICATE IND Duplicate Indicator

EC Encumbrance/Payable

EC-DT Estimated Completion Date

EC / ER-CD Error Code

ECAT / XCAT External Category

ED Encumbered Disbursement

EDI Electronic Data Interchange

EF External Fund Type

EFT Electronic Fund Transfer

EGL External General Ledger Code

ELU Expected Life Units

ENC-AMT Encumbrance Amount END DATE /

END-DT Ending Date

EN-DT Encumbrance Date

EN-EGL Encumbrance External General Ledger Code

EN-GL Encumbrance General Ledger Code

EN-NO Encumbrance Document Number

EN-NO & LINE Encumbrance Document and Line Number

EO Expansion Option Indicator




Long Title

EOB External Object Code

EOG Executive Office of the Governor

EOG-OPB Executive Office of the Governor – Office of Planning & Budget

EP External Program

EST REVENUE Estimated Revenue

EST SALVAGE Estimated Salvage Value

ET Electronic Fund Transfer (via TYPE field)

ETME Time of Input (Machine Generated)

EXDT Maintenance/Warranty Expiration Date

F (FEID) Federal Employer Identification Number

F / FPI Final Payment Indicator

F.S. Florida Statutes

FED PART Federal Participation

FID Fund Identifier

FLAIR Florida Accounting and Information Resource

FLRS Number of Floors in a Building

FMMIS Florida Financial Management Information System

FT Flow Through Indicator

G Grouping Character

GAA General Appropriations Act

GAAP Generally Accepted Accounting Principles

GAAFR Governmental Accounting, Auditing, and Financial Reporting

GASB Governmental Accounting Standards Board

GF Governmental Accounting, Auditing, and Financial Reporting Fund Type

GL General Ledger Code

GRANT Grant Number

GRANT ABI Grant Available Balance Indicator

GTALD Grant Allotment Level Default

GTALI Grant Allotment Level Indicator

GY Grant Year

I/A I = Operator Input. A = System Automated Entry.

IBI Internal Budget Indicator

IC / IDLE Idle Code




Long Title

IND Fund Transfer Indicator

INQ Inquire

INS CODE Insurance Code

INVEN-DT Inventory Date

INT ASSESSED Interest Assessed

INVOICE Vendor Invoice Number

ISSUE YEAR Year Warrant Issued

ITEM NUM Item Number

JT Journal Transfer

L1 L2 L3 / OLO Operating Level Organization L1 L2 L3 L4 L5/

L1-L5 / ORG Organization Code

LAS/PBS CODE Legislative Appropriations System/Planning Budgeting System

LINE Document Line Number

LOC Physical Location of Property

LTD Life-to-Date

LTD INTEREST Lease Purchase Life-to-Date Interest Paid

LTD PRINCIPAL Lease Purchase Life-to-Date Principal Paid

LU Life Units

L-UPDT / LUDT-2K Last Update of Data

M-AMOUNT Monthly Depreciation Amount

M-PCT Monthly Depreciation Percentage

MAND Mandatory

MBI Memo Blanket Indicator

MC Minority Vendor Classification

MDC Monthly Depreciation Calculated

MFMP MyFloridaMarketPlace

MGDT Machine Generated Date of Input

MI Middle Initial

MIC Months in Contract

MO Month

MWI Maintenance Warranty Indicator

MWIC Maintenance Warranty Interval Code




Long Title

N Other Assigned Number

NA New Account Code Requests (via TYPE field)

NBI New Balance Indicator

NCF New Certified Forward Indicator

NSC New Status Code

OBJECT Object Code

OCA Other Cost Accumulator

OFS Original Fund Source

OFFSET GL Offsetting General Ledger

OFUND Ownership Fund

OLO Operating Level Organization

ORIG-DT Original Date

ORIG-RCPT Original Receipt

ORIG-VOUCHER Original Voucher

OMB Office of Management and Budget

OTHER-DOC Other Document Number

OTHER-ID Other Identification Number

PAID DATE Date Warrant Cleared the Treasury

PAY Payment Indicator

PAYMENT-AMT Payment Amount

PDN / PRIME-DOC Primary Document Number P E DATE / P E DATE

Period End Date

PEN-DT Date Added to Property Pending

PF Program Function Key

PI Period Indicator

PID Product Identifier

PJALD Project Allotment Level Default

PJALI Project Allotment Level Indicator

PMNT-CYCLE Payment Cycle

PMNT-TYPE Payment Type

PPI Prior Period Indicator

PROJECT ABI Project Available Balance Indicator




Long Title

PROJECT ID Project Identifier PROP-DOC /

PROPERTY-DOC Property History Tracking Number

PURCH ADDR Purchasing Address

PU Property Unique

PURGE Purge Code

PW Paid Warrant Index (via TYPE field)

PYMT-SC Payment Status Code

PYRL IND Payroll Indicator

QTY-CHANGE Quantity Change

RC Customer File - Receipts Report Request used by Receiver to Browse Transfers for Transfer Function

RCD ST Record Status

RE-NO Recurring Payment Identification Number

REC OLO Receiving Agency Operating Level Organization

RECEIVING Revenue Account Receiver

REC-DT Received Date

REC-TYPE / RT Record Type

REGULAR ABI Regular Available Balance Indicator

REJECT CD Central Accounting Rejection Code

REMIT-ADDR Remittance Address

REV Revenue Categories

RLU Remaining Life Units

ROT Refund of Overpayment of Taxes Account

RP Report Processing

RQ Revenue Correction/Reallocation Report Request

RR / RS Browse Revenue Correction/Reallocation

RSN CODE Reason Code

RT / RTYP / RTYPE Record Type

RV Add Revenue Correction/Reallocation

RVI Revolving Fund Indicator/Identifier

S (SSN) Social Security Number

SA State Accounts (via TYPE field)

SC State Chief Financial Officer Accounts Mini Menu (via TYPE field)




Long Title

SC / ST / STAT / STATUS

Status Code

SCHD-DT Payment Scheduled Date SDN / SEC-DOC /

SECOND DOC Secondary Document Number

SEC Security Access Level

SEL Selection Code

SENDING Revenue Sender for Transfer Function

SEQ Vendor Sequence Number

SF State Fund Type

SGL Secondary (offsetting) General Ledger

SHORT DESC Short Description

SI Set Indicator

SITE Input Terminal Site

SQFT Square Footage of Building STATE-DOC /

STATEWIDE DOC / SWDN

Statewide Document Number

STATE PART State Participation

STATUS DATE Date of Status Code Change

STOP-DT Date to which Depreciation is Calculated

STPGM State Program SUB VEN / SUB-

VENDOR-ID Sub-vendor Identification Number

TC / TR / TR-CD Transaction Code

TF Transfer Function (via TYPE field)

TFO Title File Override Indicator

TID Terminal/Gateway of Input

TIME Duration of Project

TIN Tax Identification Number

TR ST / TRACK STS Tracking Status Code

TRDT / TRN-DT Transaction Date

TR-TP / TR-TYPE Transaction Type

U A Use Allowance

UD Unencumbered Disbursement




Long Title

UNITS Units (Breakdown Components) of Project

UPD Update Field

USER-ID User Identification Number

VA Voucher Audit (via TYPE field)

VE Employee Vendor File VEN ID / VENDOR-

ID Vendor Identification Number

VH Vendor History Inquiry (via TYPE field)

VM Valuation Method

VOUCH-NO Voucher Number

VR Expansion Option Version

VS Statewide Vendor File

V-LINE Voucher Line Number

WA Warrant Cancellation Function (via TYPE field) WARRANT AVAIL

DT Warrant Available Date

WARRANT DATE / WT DATE

Warrant Issue Date

WARRANT NO / WT NO

Warrant Number

WARRANT PAID DATE

Date Warrant Cleared the Treasury

WARRANT STATUS

Warrant Status Code

WARRANT TYPE Warrant Type

WR Warrant Reconciliation

WRT-CAN-DT Warrant Cancelled Date

WRT-ISSUE-DT Warrant Issued Date

WRT-NO Warrant Number

WRT-SC Warrant Status Code

WRT-TYPE Warrant Type

XCAT External Category

YR Appropriation Year



X. DATA CODES

FLAIR Modules

Florida Accountability

Contract Tracking System

(FACTS)

Name Length

Expe

nditu

res

Reve

nue

Purc

hasin

g C

ard

Prop

erty

Proj

ects

Gra

nts

Con

trac

ts

Agency Unique (AU)

2A/N X X X X

Appropriation Category

(CAT) 6N X X X X X X

Budget Entity (BE)

8N X X X X X X

Class Code 10A/N X Contract (CNTRT)

5A/N X X X X X X X

County Code 2N X X Disposition Authority

2A/N X

Expansion Option (EO)

2A/N X X X

Expansion Option Version

(VR) 2A/N X X X

External Category (ECAT)

6N X X X X

External Fund Type (EF)

1N X X X X

External General Ledger (EGL)

1N X X X X

External Object (EOB)

3A X X X X



FLAIR Modules



(FACTS)

Name Length

Expe

nditu

res

Reve

nue

Purc

hasin

g C

ard

Prop

erty

Proj

ects

Gra

nts

Con

trac

ts

External Program (EP)

2N X X X X

Fund Identifier (FID)

6N X X X X X X

GAAFR Fund Type (GF)

2N X X X X X X

General Ledger (GL)

5N X X X X

Grant 5A/N X X X X X

Inactivation Reason 1A X X X X X

Insurance 7A/N X Internal Budget

Indicator (IBI)

2N X X X X X X

Location 16A/N X Object Code

(OBJ) 6N X X X X

Operating Level Organization

(OLO) 6N X X X X X X X

Organization Levels 1 - 5

11N X X X X X X

Original Fund Source (OFS)

1A/N X X X X X

Other Cost Accumulator

(OCA) 5A/N X X X X X

Product Identifier (PID)

3A/N X X X X X



FLAIR Modules



(FACTS)

Name Length

Expe

nditu

res

Reve

nue

Purc

hasin

g C

ard

Prop

erty

Proj

ects

Gra

nts

Con

trac

ts

Prior Period Indicator

(I) 1A/N X X X

Project Identifier 11A/N X X X X X X

Project Status 2A/N X

Project Type 2A/N X

Recipient Type 1 A X X

Service Types 6A/N X X X

Site 2A/N X X X X X

State Abbreviation 2A X X X X X State Fund Types

(SF) 1N X X X X X X

State Program 16N X X X X X Year (YR)

2N X X X X X X



XI. OTHER INFORMATION

A. TRANSACTIONS IMPACTING AVAILABLE BALANCE (AB) FILE

TR Fund Type

Fund Cash

ORG Cash

Fund Release

Allotment Description

20 +/- Records allotments

21 Records appropriation, approved budget, and estimated revenue

22 +/- Records releases

30 +/- +/- +/- +/- Records cash receipts (allotment and release balances are updated only with expenditure object codes)

31 CLR +/- Records cash receipts in a clearing fund

32 RVL +/- Records cash receipts in a revolving fund and clears record from 7S Subsidiary File

33 +/- +/- +/- +/- Records accounts receivable cash receipts (allotment and release balances are updated only with expenditure object codes)

34 CLR +/- Records cash receipts in a clearing fund

51 +/- +/- +/- +/- Records unencumbered disbursements

52 OPR +/- +/- +/- +/- Records revolving fund unencumbered disbursements

RVL +/-

53 - - - D Records payable disbursements

54 OPR - - - D Records revolving fund payable disbursements

RVL -

58 +/- +/- +/- +/- Records disbursement corrections

59 OPR +/- +/- +/- +/- Records revolving fund disbursement corrections

RVL +/-

60 - Records encumbrances and updates Encumbrance Subsidiary

6S +/- Records updates to Encumbrance Subsidiary

70 - - - - Records encumbered disbursements

71 OPR - - - D Records revolving fund encumbered disbursements

REV -



TR Fund Type

Fund Cash

ORG Cash

Fund Release

Allotment Description

79 Automated current year expense refunds (no impact on available balances)

80 - Records unencumbered payables and updates the subsidiary

81 D Records encumbered payables and updates the subsidiary

8S +/- Records updates to Accounts Payable Subsidiary

96 +/- +/- +/- +/- Records journal transfer receipts and corrections (allotment updated only with expenditure object codes)

97 +/- +/- +/- +/- Records journal transfer accounts receivable receipts and corrections (allotment updated only with expenditure object codes)

98 OPR +/- +/- +/- +/-

Automated: Clears the clearing fund and records revenue in the operating fund (allotment updated only with expenditure object codes)

CLR +/-

99 +/- +/- +/- +/-

Automated journal transfer receipts occurs within an agency only (does not carry project ID number or update project cash or project allotment balances)

CLR = Clearing Fund + = increase D = Difference between encumbrance/payable

amount and disbursement amount RVL = Revolving Fund - = decrease

OPR or blank = Operating Fund

+/- = increase/ decrease



B. AVAILABLE BALANCES MAINTAINED BY STATE FUND TYPE

Type of Balance State Fund Type(s) Balance Maintained

Fund Cash Balances 2, 3, 8 only

Operating Level Organization (OLO) Fund (Governmental

Accounting, Auditing, and Financial Reporting Fund [GF], State Fund [SF], Fund Identifier [FID])

Fund Release Balances 1, 2, 3 only

OLO Fund (GF, SF, FID) Budget Entity (BE) Internal Budget Indicator (IBI) Category Appropriation Year Certified Forward Indicator (CFI)

Organization Cash Balances 2, 3, 8 only

OLO Organization Levels L1-L5 Agency Unique (AU) Fund (GF, SF, FID)

Allotment Balances 1, 2, 3, 8 OLO Allotment Level Organization

Grant Fund Cash Balances 2, 3, 8 only OLO Fund (GF, SF, FID) Grant

Contract Fund Cash Balances 2, 3, 8 only OLO Fund (GF, SF, FID) Contract

Grant Allotment Balances 1, 2, 3, 8

OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Grant

Contract Allotment Balances 1, 2, 3, 8

OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Grant



Type of Balance State Fund Type(s) Balance Maintained

Project Fund Cash Balances 2, 3, 8 only OLO Fund (GF, SF, FID) Project

Project Allotment Balances 1, 2, 3, 8

OLO Allotment Level Organization Fund (GF, SF, FID) BE and IBI Category Appropriation Year Project